Director, Division Administration - Infectious Disease

University of Pennsylvania Health System • Philadelphia, PA 19107

Posted 2 weeks ago

Job Description

Responsible for working with the Division Chief as administrative and business partner. Provides divisional administrative leadership for faculty practice operations and finance. Provides strategic direction for ambulatory operations and divisional finances, ensuring the accomplishment of divisional goals and objectives. Responsible for oversight and general management for the Division comprised of 40 total faculty, 10 fellows in training, and approximately 50 clinical/research staff, annual clinical and research expenditures of approximately $28 million, and over 15,000 outpatient visits and 28,000 inpatient visits annually. The DDA directly supervises the Manager of Administration and Finance who oversees research administration and 8 divisional clinical operations managers across multiple sites. The DDA is responsible for integrating the financial stewardship of the Division's Health System and University operations and is responsible for all administrative matters and human resource activities the Division. Alongside the Chief, the DDA provides direction on strategic initiatives such as quality targets, growth opportunities, marketing, IT prioritization, access initiatives, and various areas of focused improvement by the health system in both the ambulatory and acute care setting. Essential Functions: Faculty Affairs 1. Work with faculty and advise Division Chief of relevant issues, including UPHS and PSOM operational problems/policies and faculty issues. Offer resolutions and recommend changes and provide support to Chief, including drafting responses to requests for information or representing Chief in discussions with faculty or departmental meetings. 2. Meet with faculty on an as-needed basis to explain incentives, effort, productivity, salary allocation, increase requests, compliance issues, etc. 3. Provide data to individual faculty, including volume statistics, residency billing statistics, incentives, productivity measures, research funding, research proposals submitted and publications. 4. Administer the faculty compensation and clinical and research incentive plans and programs. Clinical Operations 1. The DDA works through the Department's Associate Director of Operations and Clinical Operations Administrators to assure practice capacity for programmatic needs and faculty experience. Further, the DDA maintains accountability for operational issues that impact the Division and its faculty. 2. Work with the Chief to develop and interpret clinic and departmental policies, objectives and procedures. 3. Oversight of physician and clinic schedule utilization and management. 4. Works with DOM Associate Chief Operating Officer and DOM Research Administration to resolve problems related to utilization of facilities, equipment and supplies, including space allocation and space surveys related to clinical and research operations respectively. 5. Assess staffing levels for adequacy of number and skill level of practice and research support staff; includes benchmarking practices against MGMA and UHC data. 6. Develops and markets new services, and expansion across sites with Division and Health System Leadership. Budget/Fiscal/ Revenue Cycle Management 1. Direct and manage Divisional financial and revenue cycle operations. 2. Create, prepare, implement, control and monitor clinical and research budgets; responsible to explain budget variances; responsible to offset over expenditures from other budget categories. 3. Collaborate with the Chief to plan, strategize and develop policies and procedures to maximize the organizational and financial position of the Division. 4. Review, analyze, summarize and interpret financial data. Prepare analysis and reports that detail the Division's financial position. Develop annual reports, financial spreadsheets and other required reports. Establish and maintain systems to manage financial and budgetary information. 5. Responsible for monthly review of financial statements; includes correcting errors, identifying alarming trends, allocating personnel to appropriate cost centers and monitoring staff FTE counts; includes renegotiation of contracts and standing blanket orders, as needed. 6. Work with Department of Medicine Finance office to initiate journal entries, expense and revenue transfers and correct allocation of shared module expenses. 7. Provide guidance and direction to payroll administrator for accurate allocation of expenses charged to the Clinical Practices of the University of Pennsylvania (CPUP) inter-fund. 8. Manage malpractice insurance, including ensuring receipt of face sheets for all faculty, accuracy of physician category codes and verification of correct billing from CPUP for faculty and fellows. 9. Prepare special reports as required; collect data, prepare report, and analyze statistics; includes reports to the SIC committee of UPHS regarding loss per FTE and productivity per FTE. 10. Calculate and submit quarterly clinical incentives for qualifying clinician educator faculty. 11. Provide guidance and direction to payroll administrator for changes to faculty salaries between CPUP and University allocation. Human Resources/Personnel 1. Oversee personnel administration including staffing, compensation and compliance with CPUP, Hospital, University, School and Departmental policies. 2. Responsible for the interviewing, selection, employment, development, discipline, evaluation and management of clinical practice managers; includes working with practice Medical Directors and Clinical Staff Leads. 3. Responsible for the interviewing, selection, employment, development, discipline, evaluation and management of business office personnel. 4. Responsible for general human resources oversight; provide guidance and direction to managers on posting, recruiting, advertising, hiring, job offers, salary scales, selection and placement. 5. Interprets human resources institutional and departmental policies for faculty and staff; provides guidance to managers with staffing issues, including disciplinary action. 6. Meet with business office staff members on an as needed basis to ensure open communications, provide adequate support structure and allow quick problem resolutions for clinical issues. Other 1. Maintains professional affiliations and enhances professional development to keep pace with health care trends, including the MGMA and APA. 2. Maintains strictest confidentiality. 3. Other duties as assigned.

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